Abbreviations apv
What training and evaluation events must the EVS volunteer attend?
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- Mid-term evaluation (compulsory only for Services lasting more than 4 months)
- Evaluation of the Activity
- Who organises the EVS Training and Evaluation cycle
- What is accreditation of EVS promoters
- How is the volunteer selection process carried out
- What support is available
- EVS Advice and Support Organisations
- Former EVS volunteer structures
- Examples of EVS projects
- EVS Project including 1 Activity (Group EVS)
- EVS Project including 3 Activities
What training and evaluation events must the EVS volunteer attend?Pre-departure trainingPre-departure training gives volunteers an opportunity to talk about their expectations, develop their motivation, and obtain information on their host country and on the Youth in Action Programme. It can also be an opportunity for volunteers to meet and speak to former EVS volunteers. Duration is on average three days. On-arrival trainingOn-arrival training takes place upon arrival in the host country. It introduces volunteers to their host country and their host environment, and helps them to get to know each other. Duration is on average seven days. Mid-term evaluation (compulsory only for Services lasting more than 4 months)Mid-term evaluation provides volunteers with an opportunity to evaluate their experience so far, as well as to meet other volunteers from different projects throughout the host country. Duration is on average two and a half days. Evaluation of the ActivityThe evaluation of the Activity addresses the realisation of the EVS Activity: aims, objectives, motivation, expectations, and tasks performed during the Service. It brings together the volunteers and their Sending Organisations with the aim of reflecting on what happened during the EVS Activity and assessing the support and communication provided by the Sending Organisations. It also aims to facilitate reintegration of the volunteers into their home country. Duration is on average three days. Who organises the EVS Training and Evaluation cycle?EVS volunteers have the right and obligation to participate in these training and evaluation sessions. Responsibility for organising the EVS Training and Evaluation Cycle depends on where the events are to take place. In Programme Countries the training/evaluation is organised by the National Agencies (including for those volunteers selected in projects approved by the Executive Agency). In South East Europe (SEE) the training/evaluation is organised by SALTO SEE Resource Centre (including for those volunteers selected in projects approved by the Executive Agency). As soon as the acceptance of the projects selected by National or Executive Agency has been notified, the coordinating organisations should immediately contact the relevant National Agencies (EVS in programme countries) or the SALTO SEE Resource Centre (EVS in South East Europe) in order to allow those structures to organise the Training and Evaluation sessions for the volunteers involved in their project. The granting Agency (National or Executive) may, exceptionally, grant funds to a beneficiary to organise itself all or some of the Training and Evaluation sessions relating to their project, if there is a particular situation duly justified in the application form. In these cases, the EU contribution to carry out the training/evaluation sessions must be requested by the applicant in its application form and must be in line with the funding rules indicated in this Guide. In any case, beneficiaries are always encouraged to provide additional training and evaluation opportunities to the volunteers, even if no specific fund has been allocated within the project grant. In all other Partner Countries the training is organised by EVS Sending, Host or Coordinating organisations in line with the Volunteer Training: Guidelines and Minimum Quality Standards of the European Commission (see: Commission website). Financial support is provided to beneficiaries that organise these sessions (see funding rules); the additional financial support must be requested in the application form. In Eastern Europe and Caucasus, the SALTO EECA Resource Centre provides support for the EVS Training and Evaluation Cycle organised in the EECA countries, mainly through training of trainers and promoters.
Accreditation serves to gain access to EVS and to ensure that the minimum quality standards of EVS are met. Who?Any promoter from a Programme Country or from South East Europe wishing to send or host EVS volunteers or to coordinate an EVS project must be accredited. Promoters outside the Programme Countries and South East Europe can participate in EVS projects without accreditation. How?To be accredited, a promoter must submit an Expression of Interest form (EI) describing their general motivation and ideas for EVS activities (see Commission's webpage http://ec.europa.eu/youth/yia/forms/forms_yia_en.html). This form must be submitted to the relevant bodies responsible for accreditation (see below). The same promoter may request one or more types of accreditation (as Sending, as Host, as Coordinating Organisation). When?Expression of Interest forms can be submitted at any time (no deadline). However, promoters are strongly invited to submit their request within reasonable time before the submission of the EVS project application (in principle, at least 6 weeks before). This is in order to avoid the EVS project being rejected by the National or Executive Agency due to the fact that some of the promoters involved in it are not accredited by the time the application is assessed. By whom?Accreditation is carried out by: the Executive Agency: for promoters that are a) a body active at European level in the youth field; or b) an international governmental organisation or c) a profit-making organisation organising an event in the area of youth, sport or culture) the National Agency of the country of the promoter, for all other project promoters located in Programme Countries SALTO SEE Resource Centre for all other project promoters located in South East Europe. Note: The EI form must be completed in English. What's next?Ideally, the assessment of the EI and the accreditation process are carried out within six weeks after receipt of the EI. In the case of approval, the responsible bodies will assign an EI reference number and communicate it to the promoter; this number must be mentioned in any application form relating to EVS projects the promoter is involved in. The accreditation is valid for the period indicated in the EI; however, the maximum eligible duration is three years. After the expiration of the validity period, the accreditation can be renewed by submitting a new EI. Training for EVS promoters, organised in their country or at European level, should be followed by newly accredited organisations in a reasonable time after accreditation. All promoters must apply the principles of the EVS Charter at all stages of the project; this is a basis for accreditation. The responsible structures may withdraw the accreditation at any time where there is non-compliance with the EVS Charter. In order to facilitate partner-finding, project descriptions and profiles of all accredited promoters are published in a database of European Voluntary Service promoters. The database can be consulted at: http://ec.europa.eu/youth/program/sos/hei/hei_en.cfm. How is the volunteer selection process carried out?Volunteers are chosen regardless of their ethnic group, religion, sexual orientation, political opinion, etc. No previous qualifications, educational level, specific experience or more than basic language knowledge should be required. A more specific profile of the volunteer might be drawn up if justified by the nature of the tasks of the Service or by the project context but even in this case selection on the basis of professional or education qualifications is excluded. EVS InsuranceEvery EVS volunteer must be enrolled into the Group Insurance Plan for EVS volunteers foreseen by the Youth in Action Programme, which complements the coverage by national social security systems - if applicable. The Coordinating Organisation, in cooperation with the Sending and Host Organisations, is responsible for the enrolment of the volunteer(s). This enrolment must be done before the departure of the volunteer(s) and cover the duration of the Service. An insurance Guide including all the information on the coverage and support provided, as well as instructions on the online enrolment process, is available at www.europeanbenefits.com. YouthpassEvery person who has taken part in a Youth in Action project under this Action is entitled to receive a Youthpass certificate, which describes and validates the non-formal and informal learning experience acquired during the project. For more information on Youthpass, please consult Part A of this Guide or www.youthpass.eu. What support is available?Within European Voluntary Service, quality and technical support to young people and promoters is provided by National Agencies and the EVS Advice and Support Organisations at national level, and by the Education, Audiovisual and Culture Executive Agency and the Commission at European level. The core service consists of helping, on request, with the identification of volunteers and EVS Sending, Host and Coordinating Organisations and supporting the matching of volunteer and organisation based on mutual interests, profiles and expectations. This is mainly intended to help those who want to get involved in EVS, but do not yet have the necessary European or international contacts. In this context, the Internet database of accredited EVS organisations can also be of great help: http://ec.europa.eu/youth/program/sos/hei/hei_en.cfm. Other services may also be available. Please contact your National Agency or the Executive Agency to find out more. Furthermore, once the project is selected, additional support can be given by the Youth Helpdesk of the Executive Agency, which provides assistance to all the volunteers participating in an EVS project in crisis/risk situations and assists in visa issues. http://eacea.cec.eu.int/youth/programme/index_en.htm/helpdesk EVS Advice and Support OrganisationsTo complement EVS services, EVS Advice and Support Organisations are identified by National Agencies from civil society and the public sector. The EVS Advice and Support Organisations help with the identification of volunteers and EVS Sending and Host Organisations on request. They can also help to match the interests, profiles and expectations of volunteers and organisations and assist with partnership-building. However, the actual recruitment and selection of volunteers remain the responsibility of Sending/Host/Coordinating Organisations and cannot be taken over by EVS Advice and Support Organisations or National Agencies. In addition to these core tasks, EVS Advice and Support Organisations may also assist in developing the thematic or geographic scope of EVS or in reaching out to a certain target group. The exact set of services is determined by the National Agencies in light of the Youth in Action priorities, the respective capacities and the situation of EVS in a given country. In justified cases, a similar advisory and supportive role may also be conferred on individuals. EVS Advice and Support Organisations may also send, host or coordinate volunteers themselves and receive a project grant for this, provided that they are accredited EVS sending, host or Coordinating Organisations. EVS Advice and Support Organisations must not take over contractual or financial management responsibility from National Agencies. Former EVS volunteer structuresAny volunteer may choose to become involved in the activities of the national structures of former EVS volunteers during or after the EVS. These structures work on youth and volunteering issues. Their activities generally include providing support to EVS volunteers and setting up platforms for communication and networking among former EVS volunteers for sharing experiences. For details, please contact your National Agency or the Executive Agency. Examples of EVS projectsEVS Project including 1 Activity (Individual EVS)A Italian promoter acting as the Coordinating Organisation submits one grant application by the 1 April 2008 deadline to the Italian National Agency. It includes one Activity: the same Italian promoter sending 1 volunteer to a theatre association in the United Kingdom, for 7 months of Service (07/2008 to 01/2009). The project involves 1 Sending Organisation (also Coordinating Organisation), 1 Host Organisation and 1 volunteer. EVS Project including 1 Activity (Group EVS)A German promoter acting as the Coordinating Organisation submits one grant application by the 1 September 2009 deadline to the Executive Agency. It includes one Activity: five promoters from Spain, Sweden, Ireland, Hungary, Slovakia sending 12 volunteers to three German associations cooperating with the organising committee of Essen European Capital of Culture 2010, for 1 month of Service (04/2010 to 05/2010). The project involves 1 Coordinating Organisation, 5 Sending Organisations, 3 Host Organisations and 12 volunteers. EVS Project including 3 ActivitiesA French promoter acting as Coordinating Organisation submits one grant application by the 1 June 2008 deadline to the French National Agency. The EVS project includes three EVS Activities: Activity 1: Two Polish promoters sending 2 volunteers in an orphanage in France. The volunteers are hosted by one French Host Organisation and they carry out their Service for a period of 8 months (02 to 10/2009). Activity 2: Four French promoters sending in total 20 volunteers to 20 caring centres for young people with disability located in Albania, Belgium, Greece, and Romania for 6 months (09/2009 to 03/2010). Activity 3 (Inclusion Activity): One French promoter sending 1 volunteer with fewer opportunities (for instance, a young person facing social difficulties because s/he dropped out of school) to a social and leisure centre for young refugees in Finland for 12 months (04/2009 to 03/2010). In total, 1 Coordinating Organisation, 7 Sending Organisations, 22 Host Organisations, and 23 volunteers would be involved in the project. The graphic below illustrates the main steps of this project example: 
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